HomeMy WebLinkAboutAgenda - 09-05-2024; 8-j - Amendment to the Professional Services Contract with Thomas & Hutton for the Greene Tract Master Plan and Approval of Budget Amendment #1-C 1
ORD-2024-028
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 5, 2024
Action Agenda
Item No. 8-j
SUBJECT: Amendment to the Professional Services Contract with Thomas & Hutton for the
Greene Tract Master Plan and Approval of Budget Amendment #1-C
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Contract Amendment Perdita Holtz, Deputy Director, 919-
2. Year to Date Budget Summary 245-2578
Cy Stober, Director, 919-245-2592
PURPOSE: To authorize the County Manager to sign contract amendments on behalf of Orange
County to amend the professional services contract with Thomas & Hutton, a firm currently
providing services for preparation of a Master Plan for the Greene Tract, and to approve Budget
Amendment #1-C to provide for the total cost of the project.
BACKGROUND: At its February 6, 2024 Business meeting, the Board of County Commissioners
(BOCC) authorized a contract with Thomas & Hutton to provide design services and creation of a
development Master Plan for the Greene Tract. Materials for the meeting can be viewed at:
http://server3.co.orange.nc.us:8088/WebLink/O,0/doc/71690/Pagel.aspx
The staffs of the three property owners (Orange County and the Towns of Chapel Hill and
Carrboro) have been working diligently and consistently with the consulting teams (which includes
Gensler staff for a contract related to community engagement) and an Engagement Team that
includes community members. Two well-attended community workshops have been held along
with the other work and deliverables included in the scopes of work. A final community open
house presenting the proposed Master Plan is scheduled for September 22, 2024 at Morris Grove
Elementary School. The consulting teams and staffs will then present the engagement work and
Master Plan to the three separate governing boards during the first half of October 2024.
To facilitate moving to the next phase of Master Plan implementation, a contract with Development
Finance Initiative (DFI) at the UNC School of Government to provide pre-development services
for the Greene Tract is also on this September 5, 2024 Business meeting agenda. Collaboration
with the Thomas & Hutton team is expected to be necessary during this next phase. Therefore,
a contract extension with Thomas & Hutton is necessary. Additionally, refinements to the Master
Plan may be necessary as a result of the financial feasibility analysis DFI will perform.
The proposed term for the Thomas & Hutton contract amendment is March 31, 2026. Additional
contract costs are on a per-item basis with a Not to Exceed (NTE) amount, as shown in
Attachment I.
2
Any necessary engagement work in the next phase is envisioned to be completed by staffs and
the DFI team, with Thomas & Hutton supporting as needed.
The existing contract for Thomas & Hutton's services is for a maximum of$155,000. The existing
contract costs have been paid out as work and deliverables were completed, but are not yet fully
depleted.
The expanded timeline and expanded scope related to the additional anticipated work with DFI
could result in an additional cost of up to $61,000 with a timeline extension to March 31, 2026. A
known additional cost is $2,500 to perform additional analysis and calculations DFI will need on
the almost-complete Concept Plan. The remainder of the potential additional cost is dependent
on the results of DFI's financial feasibility analysis and possible additional work by Thomas &
Hutton that may be needed as a result of that analysis. If DFI's financial feasibility analysis shows
no refinements to the Concept Plan are necessary, additional work by the Thomas & Hutton team
would not be necessary.
FINANCIAL IMPACT: Orange County allocated $399,800 for the Greene Tract during FY 2023-
24 which includes the existing contract with Thomas & Hutton of $155,000. The additional
consulting cost proposal to complete the Greene Tract Master Plan Design Services as presented
in the scope of work is $61,000. With the approval of Development Finance Initiative for Pre-
Development Services and Budget Amendment#1-A (Agenda Item 6-a on this September 5, 2024
Business meeting agenda), and this approval of Budget Amendment #1-C, the total project cost
would equal $593,200.
Based on the 2021 Green Tract Interlocal Agreement, the Towns shall reimburse funds to the
County based on the adopted cost share agreement of 43% - Orange County, 43% - Chapel Hill,
and 14% - Carrboro. Per the approved cost-share agreement for Greene Tract expenses, the
resulting total financial impact to Orange County will be $26,230 funded by County Capital
Reserves after it is reimbursed for costs by the municipal partners.
Budget Amendment #1-C increases the General Fund authorization by $61,000 and the County
Capital Reserve by $26,230.
ALIGNMENT WITH STRATEGIC PLAN: This item supports:
• GOAL #3: HOUSING FOR ALL
OBJECTIVE #4: Prioritize and select County-owned land and/or facilities as part of an
overall plan of facilities to create crisis, bridge, low barrier, affordable, and permanent
housing.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Approve and authorize the County Manager to execute and sign the contract amendment
in Attachment 1 after approval of content and form by the County Attorney;
2. Authorize the County Manager to execute any future contract amendments with Thomas
& Hutton necessary to bring the Greene Tract Master Plan to fruition;
3. Authorize the expenditure of up to $61,000 for professional services to provide Design
Services for the Greene Tract Master Plan; and
4. Approve Budget Amendment #1-C.
3
Attachment 1
NORTH CAROLINA
CONTRACT AMENDMENT
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this _6th_ day of_September_, 2024_
by and between ORANGE COUNTY (hereinafter referred to as "County") and _Thomas & Hutton_ (hereinafter
referred to as"Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated _February 13, 2024 ,_ (hereinafter the
"Original Agreement"), for the provision of services for _Design Services for the Development of the Greene Tract
Master Plan—; and
WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and
conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to
amend the Original Agreement as follows:
1. In order to ensure the completion of the Services identified in the term of the Original Agreement is amended
to reflect an end date by which all Services shall be completed of_March 31,2026
2. The Letter Agreement for Services included in the Original Agreement is amended by adding the following
tasks and services to the Services to be provided by the Consultant:
SCOPE OF WORK:
Additional Services for additional meetings related to an 18 month Contract Extension requested by the
Client, as well as quantity takeoffs and potential additional Master Plan iterations in support of project
financial feasibility analysis being performed by others.
SCOPE OF ADDITIONAL SERVICES:
a. Prepare a Site Infrastructure quantity takeoff and opinion of construction cost $2500.00 lump sum
for the single preferred Concept Plan previously completed.
b. Prepare Additional Concept Plans of expected magnitude (if needed) based $8,000.00 per plan
on the Financial Feasibility Analysis Consultant's recommendations
including Site quantity takeoff & Costs. Provider may require additional
agreement for plans of unexpected magnitude.
c. Attend and co-facilitate additional Public Workshops based on 4 of $5,000.00 per workshop
Consultant's staff participating in each workshop
d. Attend additional Project Team Meetings over the 6 month Timeframe of the $500.00 per meeting
Contract Extension, based on 1 of Consultant's staff participating in each
meeting
3. Article 3, Section a(ii)is amended to add the following milestones:
6. Additional Service(a) (takeoff and opinion) As Requested $2,500
7. Additional Service(b)(Additional Concept Plans)As Requested $8,000 per plan
8. Additional Service(c) (Public Workshops) As Requested $5,000 per workshop
9. Additional Service(d) (PT Meetings) As Requested $500 per meeting
4
4. Article 5, Section _a_ is amended to reflect a maximum payable not-to-exceed amount of
_$216,000
5. Except for the changes made herein,the Original Agreement shall remain in full force and effect to the extent
it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original
Agreement and the terms of this Amendment,this Amendment shall control.
IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above
written.
ORANGE COUNTY PROVIDER
Travis Myren Dan Jewell
County Manager Thomas &Hutton, Principal/Regional Director
Revised 01/24
5
Year-To-Date Budget Summary
Fiscal Year 2024-25
County
Fund Budget Summary General Fund Capital
Reserve
Original Budget Revenue $286,304,076 $0
Interfund Transfer Revenue $1,006,039
Fund Balance Appropiation $7,100,000 $356,539
Total Original Budget $294,410,115 $356,539
Additional Revenue Received Through
Budget Amendment#1-C (September 5th, 2024)
Grant Funds $130,096
Non Grant Funds $110,238
Additional Interfund Transfer Revenue $83,162
Additional Fund Balance Appropriation $76,895 $83,162
Total Amended Budget $294,810,506 $439,701
Dollar Change in 2024-25 Approved Budget $400,391 $83,162
Change in 2024-25 Approved Budget 0.14% 23.32%